Keeping your information safe
At CATTs (Cancer Awareness for Teens & Twenties), we will always endeavour to keep any personal information you share with us safe. We are committed to using your personal information in accordance with applicable laws, and only using your personal information where you would reasonably expect us to. This policy allows you to understand how and why and where we may collect and use your personal information. By giving us your personal information, you agree to the use of it as set out in this policy.
We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this policy. Any questions regarding this policy and our privacy practices should be sent by email to email@example.com alternatively, you can call us on 0161 214 7981.
What is ‘personal information’?
Personal information is information that can be used to identify you. What we collect can include your name, date of birth, email address, postal address, telephone number, mobile telephone number, credit/debit card details and whether you are a UK tax payer so that we can claim Gift Aid.
When we collect sensitive personal information about your health or personal circumstances, we only ask you for it when there is a clear reason for doing so. For example, if you’re supporting us with a campaign, helping us design a service or sharing your story. This will only be used for what is outlined when we ask you for this information, this will most often be in the form of Media Consent.
Why do we collect your personal information?
We collect personal information about you in various circumstances, such as when you sign up to volunteer for us, request information about our events, make a donation to us, engage with our social media channels, order products and services (such as email newsletters, merchandise or workshops). This is not an exhaustive list, and there may be other circumstances where you give us personal information, such as:
- To provide you with the services, support, products or information you have requested.
- To personalise your supporter experience.
- To process any donation(s) we may receive from you.
- To send you the items you have ordered through our shop.
- To invite you to participate in surveys or research.
- To analyse and improve the services we offer.
- For internal administration purposes (we may contact you about a donation you have made or event you have expressed an interest in).
- For internal record keeping, such as the management of feedback or complaints.
We may combine your personal information with other information we collect from a trusted third parties (such as Typeform, Eventbrite and Mailchimp, for example).
Why do we need your personal information?
- You have consented and/or explicitly consented to its collection and use for specific purposes described in this policy.
- The collection and use are necessary in order for us to comply with our obligations under a contract between you and us.
- It is necessary for a legal obligation placed upon us.
- It is necessary in pursuit of a ‘legitimate interest’, a legitimate interest in this context means a valid interest we have, or a third party has in processing your personal data which is not overridden by your interests in data privacy and security.
- Along with one of the reasons above you may also have made particular personal information public yourself.
- Along with one of the reasons above in relation to a legal claim.
How do we collect it?
We receive your personal information that you provide most often by filling in contract forms on our website. This also includes personal information provided to subscribe to our services or newsletter, signing up for events, requesting awareness or fundraising material, registering to volunteer or applying for a job, or making a donation.
We may also collect information in other ways, such as:
- We may also receive your personal information from a third party, such as JustGiving
- If you contact us, we may keep a record of that correspondence
- We may also ask you to complete surveys that we use for research purposes using third party websites, although you do not have to respond to them. Some of these surveys will be anonymous, so will not process any of your personal information, those that are not, will ask you for consent for us to process your data.
- We receive your personal information when you interact with us via social media, including Facebook, Instagram or Twitter.
How do we use your personal information?
We collect your information for a variety of reasons that help us to engage with you in ways that are preferable to you and that allow us to provide the variety of services we offer. This might include using your personal information so that we can;
- To process an order from our shop, or to send you fundraising materials and merchandise.
- If you have signed up for an event with us, we will be contacting you with information on that event, such as how to take part or any other relevant logistical details.
- To administer your donations (this also includes GiftAid, where relevant) or support your fundraising efforts.
- To manage your marketing preferences.
- To comply with financial or legal requirements.
- We may contact you for marketing purposes if you have opted in to receive this. You can opt out at any time from this emailing firstname.lastname@example.org.
- If you have subscribed to our newsletter, we use your email address to send this out. You can unsubscribe from our newsletter at any time by clicking the ‘unsubscribe’ link in the email.
- If you have shared your story with us, we won’t share identifiable details without your permission, but may use your story in impact reporting, media interviews, or funding opportunities. You will be given the opportunity to opt out of this when you give us Media Consent.
- To review your application to become a volunteer or for a job role.
- For our equal opportunities monitoring purposes.
- To deal with any queries or complaints you have.
- To provide information, products and services to you.
- For administration and internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
- To analyse how our services are used and to identify trends.
What about sensitive information?
Some of the personal information that you may share with us may be very sensitive, including what is legally called ‘special categories of personal data’. This is personal information could be relating to your racial or ethnic origin, your health, religious or sexual orientation, sex life, political opinions, religious or philosophical beliefs. Some of this information may have been given to us anonymously, but some may have not. It will always be clear when information is and isn’t anonymous.
We will keep this personal information confidential and it will be processed under even stricter rules. Staff at CATTs have had training on how to look after sensitive personal information.
Who do we share your personal information with?
CATTs do not sell any personal information to third parties. However, we may share personal information with third parties working on our behalf, for example, companies who assist us with our orders, or financial providers assisting us with processing donations or Gift Aid, or companies who provide us with IT and other technical support services, or in order to enforce any terms and conditions or agreements that may apply.
We may also need to share your personal information if required to do so by law.
How do we look after your personal information?
At CATTs, we are committed to looking after your personal information and have measures in place to do so. We will take all reasonable steps to ensure that appropriate technical and organisational measures are carried out in order to protect the personal information we collect from you and protect against unlawful access and accidental loss or damage. As necessary, these measures may include:
- Disposing of or deleting your personal information so it is done so securely.
- Working closely with our IT and other service providers and ensure they use appropriate security when dealing with personal information.
- All financial transactions are undertaken on secure encrypted third party sites.
- Sensitive personal information is only looked after by trained authorised staff, and we will always do our best to only contact you with information that you have specified.
About Third Parties
Your information may be shared with us by third party organisations including fundraising sites such as JustGiving, or sites to process donations such as Stripe or PayPal. These are not exhaustive examples. Please do take the time to read their privacy policies carefully to understand how they will process your information and what they share with us.
Examples of personal information we may receive are, names, postal address, telephone number, age, date of birth, email address, gift aid information and card details.
If we do obtain your personal information from a third party your rights under this policy are not affected and you are still able to exercise your rights contained within this policy.
This helps us to improve our website and deliver a better more personalised service. It is possible to switch off cookies by setting your browser preferences.
Our website may include links to websites run by other organisations. CATTs are not responsible for the privacy practices of these other websites, so please do read their privacy policies carefully.
How can you access, correct or delete your personal data?
You have a right to know about how we protect your personal information, (as set out in this policy).
If you would like to update your personal information or let us know the personal information we hold is incorrect, you may do so on our website here, or by contacting us on the details below.
You always have the right to unsubscribe from communications such as our newsletter, or any other services where we rely on your consent for holding your personal information. We will ensure you are unsubscribed as soon as possible, but within one month.
You also have a right to restrict our use of your personal information and the right to object to your personal information being processed. You also have the right to ask us to stop using your personal information in certain ways (as set out in the policy).
You have the right to ask us to delete your personal information. Unless we have reasonable grounds to refuse to delete your personal information, we will securely delete the personal information in question within one month. The personal information may continue to exist in certain backup, but we will take steps to ensure that we honour your wishes and treat it as deleted.
You have the right to request access to the personal information that we hold about you, please be aware that you will be asked to provide proof of identification.
If you want to contact us for any of the reasons above please email email@example.com or you can write to us at, CATTs (Cancer Awareness for Teens & Twenties), 129 Deansgate, Manchester, M3 3WR.
How long will we keep your personal information?
We will store your information under the purpose it was given under for two years from the last date on which you have interacted with us, at which point we will ask you again if you wish to continue your consent. If at that point you do not respond, we will cease to use your personal information for that purpose. e.g. emailing you about new events or opportunities.
For any category of personal information not specifically mentioned in this section and unless otherwise specified by applicable law, the required retention period for any personal information will be deemed to be 7 years from the date of receipt by us of that personal information.
The retention periods stated in this notice can be prolonged or shortened as may be required (for example, in the event that legal proceedings apply to the personal information or if there is an on-going investigation into the personal information).
We are committed to looking after your personal information, so please get in touch with us on firstname.lastname@example.org if you would like to know more about how long we will hold your details for.
If we are unable to resolve any issues you may have or you would like to make a further complaint, you can contact the Information Commissioner’s Office by visiting http://www.ico.org.uk/ for further assistance.
Last updated July 2020